Special Event Planning Procedures

Procedures

If a citizen or promoter is coordinating an event or a gathering of people in the City limits, permits may be required. In order to plan for additional demands on public resources and ensure that public health and safety is protected, it is necessary that the City receive advance notice of these events.

Process

Step 1:

The process starts with a reservation for use of City facilities, streets, etc. and should be accompanied by a Promoter/Sponsor Checklist. Reservations can be made with the Director of Parks and Recreation at (830) 990-2018 or stop by City Hall. The Promoter/Sponsor Checklist can be obtained on line or by contacting the Special Events Administrator at (830) 990-2004 or picked up at City Hall. The applicant is responsible for ensuring that all appropriate reservations have been made for City facilities.

A City of Fredericksburg Promoter/Sponsor Checklist may be filed up to 365 days prior to the event but no later than 60 days prior to the Special Event. This helps staff begin planning for the event and sharing information with the applicant. A deposit may be required when making a reservation for certain City facilities, however, no fees are assessed for checklist submittal. The Special Events Administrator will provide a response containing pertinent information to the Promoter / Sponsor within 35 days of submission.

A City of Fredericksburg Promoter/Sponsor Checklist along with your reservation to utilize City facilities is necessary to begin the planning process in cooperation with City services such as police, health, EMS, fire, streets, code enforcement and emergency management. The Promoter/Sponsor Checklist may be filed as much as 365 days prior to the event but no later than 60 days prior to the event, however, the checklist DOES NOT secure your special event. The Promoter/Sponsor Checklist is the first step in the event planning process and will be required for most all events. A Promoter/Sponsor Checklist will not be required for events such as:

Events conducted entirely on the property of a religious institution, educational institution, college, or university campus. City, State of Federal streets or parking lots for multi-tenant buildings, regardless of location, shall not be considered part of a religious institution, educational institution, college or university campus.

Events on property owned or controlled by the City subject to a contract, lease or management/operating agreement with a person or entity where the agreement addresses events on the property or the event is included within the permitted uses in the agreement.

Processions of vehicles operated in compliance with traffic laws or a procession of pedestrians excluding organized walks, runs, parades and the like, in compliance with traffic laws along or upon public sidewalks, public parks, or private property.

Events held for National Night Out.

Funerals and Funeral processions.

First Amendment Activities conducted entirely on sidewalks, in public parks or on private property in compliance with traffic laws and any other applicable City Ordinances (for example, handbills, placing property in rights of way, health laws etc.).

Events conducted under the supervision of or with the permission of a governmental entity on property owned, leased, or operated by a governmental entity other than the City.

Step 2:

The necessity for a Special Events Permit Application will be determined by the City Manager based on the information submitted in the Promoter/Sponsor Checklist. When required, a Special Event Permit may be submitted 365 days in advance but must be submitted at least 25 days before the event in order to assure time for City processing.

In coordination with the Promoter/Sponsor Checklist, a Special Event Permit is a written authorization from the City to hold an event. This permit is necessary when an event involves one or more of the following activities:

Closing or partial closure of a public street

Blocking City owned property

Sale of merchandise or food/beverages on City property

Erecting a tent larger than 200 square feet on City property

Placement of a stage , trailer or other portable buildings on City property

Events involving more than 300 people at any one time on City property

Examples

Examples of special events requiring permits include, but are not limited to:

parades

bike races

marathons/runs/walks

fireworks displays

concerts

festivals

carnivals, car shows, swap meets

other types of festivals that use public property or rights of way

Examples of events that DO NOT require special events permits include:

private parties or weddings of less than 300 people

fund raisers and other events held on property not owned by the City

funerals and funeral processions

However, other ordinances, such as regulations for noise, debris, Health Permits, City adopted Fire Codes, and parking, must be observed.

The Special Event Permit Application, when required, must be completed at least 25 days before the event in order to assure time for City processing. This application secures the dates and times of the event as well inclusion on the special event calendar.

Step 3: Reviews

The applications and checklists will be filed with the Special Events Administrator. The Special Events Administrator will distribute the information to agencies listed below which form the Special Events Coordination Team. Applications and Checklists will be reviewed monthly with any necessary actions being forwarded to the Promoter / Sponsor along with the appropriate City offices. This notification will also inform the applicant if a Special Events Permit Application will be required.

Emergency Services (Chair of the Special Events Coordination Team)

Police Department

Parks and Recreation

Gillespie County Health Division

Public Works

Code Enforcement

Fire

EMS

Emergency Management

Step 4: Administrative Regulations

The following regulations and requirements are available on line or are available through the Special Events Administrator. These rules, requirements and regulations will apply to all approved special events.

Step 5: Promoter / Sponsor Coordination

The Chair of the Special Event Coordination Team may call a meeting of Promoters, Sponsors and City staff, if an extensive review is needed. The Special Events Administrator will ensure the communication with Applicants, Promoters and Sponsors is positive accurate and informative.

The Special Events Administrator will submit the completed application and associated information, as well as the comments from all affected staff members, to the City Manager for approval as soon as all coordination has been completed.

Step 6: Calendar

The Special Events Administrator will keep a Special Events Calendar available on the City Web Site of upcoming special events to ensure applicants who have been approved, have their events recognized.